Appendix 4: Sample Board of Examiners Checklist

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A. Setup

 Responsible
Appoint Chair, Assessment Officer (AO), and Clerk Head of School
Appoint reviewers Chair
Timeline agreed, including board date and pack deadline, between Chair, AO, Clerk and reviewers, and then issued to all staff Chair
Data integrity checks undertaken by named colleagues who audit and sign off on transfer accuracy between systems, confirm integrity of system, spot-check formulae, record version control data Clerk
Board Dataset locked for review (no further changes) AO

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B. Review

 Responsible
Board Dataset issued to reviewers Clerk
Review until satisfied Reviewers

Reviewers checks include but are not limited to:

  • oversight scanning for expected patterns
  • checking 'normal' outcomes are correct through appropriate random spot checks
  • scan for anomalies in outliers or unusual patterns (eg impossible totals)
  • analysis of fails and unusual outcomes
  • confirm component weights match course specs
  • confirm grade scales used are correct and translated accurately
  • confirm administrative grades are applied correctly
  • confirm manual interventions or caps (eg for Conduct) are applied correctly
  • confirm all other manual interventions are valid, justified, and checked
  • confirm progression rules and any local degree rules are valid
  • confirm difficult/uncertain outcomes are highlighted for Board discussion
  
Confirmation and any discussion undertaken by agreed deadline AO

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C. Pre-Board

 Responsible
Board of Examiners Data Pack issued to all board attendees at least two working days in advance Clerk
  • Board dataset (eg marks spreadsheet, link to MyGrades, etc)
  • Clerk’s data integrity statement confirming data integrity checks undertaken
  • AO's statement confirming process followed, checks performed, issues resolved/pending
  • Scrutiny log: names of reviewers; exceptions list; corrections made
 Clerk 
Final Review undertaken by all examiners and board attendees Chair, Examiners

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D. Board and After

 Responsible
Report on review and points to note AO and brief reviewer confirmation
Validate and certify results and process; sample checks undertaken as training/standardisation, flagged items discussed Board collectively under Chair
Checks undertaken to verify accuracy of results transferred from Board materials to MyCampus Clerk
Minutes issued in approved template; send with dataset and completed checklist within five working days to Academic Policy & Governance (apg-exam-board-minutes@glasgow.ac.uk) Clerk, signed off by Chair and AO

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